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PRHSPSC MINS 01-13-2009 City of Federal Way City Council PARKS, RECREATION, HUMAN SERV ICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, January 13, 2009 5:30 p.m. SUMMARY In attendance: Council Committee members Chair Jeanne Burbidge, Michael Park, Council member Linda Kochmar, Cary Roe, Assistant City Manager, Pat Richardson, Director, Chief Brian Wilson, Tho Kraus, Finance Director, Linda Farmer Communications & Government Affairs Manager, Steve Ikerd, Interim Director PRCS, Mary Faber PRCS Superintendent, Doug Nelson, Community Center Supervisor, Ray Gross, EOC Manager, Mary Jaenicke, Administrative Assistant II. Guests: Susan Honda, Arts Commission; Fred Konkell, Parks & Recreation Commission Excused: Council Member Jim Ferrell Chair Burbidge called the meeting to order at 5:31p.m. Council member Park moved to add Grant Application for Prosecution Coordination through Co-Location Project to the agenda as item I. Chair Burbidge seconded. Motion passed. Chair Burbidge moved to postpone item D to the February meeting. Council member Park seconded. Motion passed. PUBLIC COMMENT None COMMISSION COMMENT Fred Konkell, chair of the Parks and Recreation Commission was there to represent the Commission APPROVAL OF SUMMARY Approval of the December 9, 2008 minutes will be postponed until February 10, 2009 meeting. BUSINESS ITEM Community Preparedness Grant EOC Manager Ray Gross presented the background information. The City Council approved $100,000 to help the community prepare for emergencies. Mr. Gross met with eight large assisted living facilities. Those facilities are required by law to have generators, and three days of supplies. Their main concern was fuel storage capacity at those facilities. After meeting with the facilities and other organizations, there was an expressed need to increase their supplies as well as strengthening their communications with the Emergency Operations Center. The scope was widened to address other needs such as additional blankets and food and water. The $100,000 was divided up into other projects that agencies could apply for. There are criteria that need to be met; the organization needs to show a 5% match of the total cost, sign an agreement with the City. The grant is performance based, and they will need to submit a work plan. With the submittal of a work plan they will get 25% of their money. At mid-point they will submit a progress report and receive 50% of their funding. Once the project is complete, they will get the remaining 25% of their funding. Council member Park moved to authorize staff to proceed with the Community Preparedness Grant program as written and forward to Full Council on January 20, 2009. Chair Burbidge seconded. Motion passed. Pros and Cons of a Police Officer Reserve Program Council member Park stated that he raised this issue a few years ago; because the police vacant rate was very high and having a Police Officer Reserve Program would help fill those vacancies. He has reviewed Chief Wilson’s background memo, and he feels that now is not the time to implement this program due to the economic climate. There is not enough funding to maintain this program. Chief Wilson reported that at this time the Police Department vacancy rate is at 4. PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday January 13, 2009 Summary Page 2 West Campus Trail/Palisade park Asphalt Replacement Accept Work Done by Northwest Asphalt, Inc. Mr. Dickinson presented the background information. The trail and park was severely damaged and it became a safety issue. The work is complete, and it is now a lot easier to walk on. Parks staff has received a lot of positive feedback. The total amount of the contract is $44,354.83. The project was finished on budget with no contingency or change orders needed. Council member Park moved to accept the contract with Northwest Asphalt, Inc. as complete and that their retainage be released. Council member Burbidge seconded. Motion passed. West Campus Cottonwood Removal: Accept work by Thundering Oaks Enterprises, Inc. Mr. Dickinson presented the background information. The tree removal was successful. The neighbors were notified and there were no reported problems. The replacement trees have been purchased, and staff hopes to have them planted by the end of January. This project came in under budget. Council member Park moved to accept the contract with Thundering Oak Enterprises, Inc. as complete and that their retainage be released. Council member Burbidge seconded. Motion passed. Federal Way Community Center Marketing Plan and Budget Ms. Faber stated that the Center has been opened for 21 months, and has been operating with a projected budget from the Business Plan. Staff discovered that some of the budget projections were not accurate. They have identified those areas that did need adjustments. Ms. Faber stated that in the past six months they have focused on creating a plan that would build a stronger identity for the Community Center within the local region. The plan has been developed with an emphasis specifically on increasing use and increasing revenues. The implementation of the plan should take place at the beginning of summer. Ms. Farmer reviewed some of the specific items. The plan is broken down into five parts: 1) Research and Rationale, 2) Key Strategic Priorities, 3) Recommendations, 4) Metrics, 5) Schedule, Milestones and Budget. Ms. Farmer stated that a standards communications audit was conducted. They looked how city staff communicated about the Community Center. They reviewed paper materials, signage in the Community Center, information on the Web page, and the spoken word, and what the media was saying abut them. They also reviewed the current state of the Community Center; they reviewed the financials, the number of people attending which programs, number and type of passes sold, building capacities and parking lot capacities. After reviewing all of the data, the consultants and the internal team came up with three business adjectives to work towards; Increase pass sales with a revenue increase of 10-15%, increase daily admission sales with a revenue increase of 20%, and increase building rentals with a focus on high-end special events for a revenue increase of 15%. There are 4 key audiences: 1) Pass Holders and Drop-ins, 2) Rental Audience, 3) Community Center Patrons, and 4) Media. These can all be broken down into sub-categories. The tag line for the Community Center will be “It all happens here”. The word “all” signifies the wide range of activities offered at the Center. Ms. Faber reviewed the strategic priorities, of which there are six. They also developed 15 recommendations to help the FWCC develop a strong and effective communication strategy. A few of those recommendations are to 1) Apply your identity consistently 2) Create templates and standardize the look 3) Standardize communications 4) Keep advertising targeted and specific 5) Redesign community center pages within the parks catalog. They will continue to measure the success of their communications and marketing efforts. Ms. Faber reviewed the budget. She stated that it will cost approximately $81,000 to implement the plan. This is not a per year cost because about half of the budget is earmarked for up front costs for the templates and flyer information, these will have a shell life of about 3- 5 years. Some of the unused funding for the Community Center construction budget will be used. Some funds are available from their 2008 and 2009 budget. Council member Park stated that there are three staff objectives to increase revenues, he asked what the dollar amount is of those objectives. Ms. Farmer answered that they do not know yet, because the plan was developed in the summer, and they were waiting until they had a full year of operations. Council member Park would like to see the 2008 numbers, so he can see how the revenue compares to the expenditure for the Marketing Plan. He requested that these numbers be presented at the January 20, 2009 Council meeting. It is anticipated that the ongoing cost for the Marketing Plan will be $30,000 per year. Council member Park stated that $81,000 is a lot of money, especially with the economic challenges we are facing. It is very difficult to predict what is going to happen; he is unsure how staff will achieve their objectives. He would like to receive a report of the numbers on a quarterly basis. Council member Burbidge asked that staff try and combine the printed materials; possibly have one design and one format. Council member Park moved to approve the Strategic Communications Plan and Budget and forward to full Council on January 20, 2009. Chair Burbidge seconded. Motion passed. PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday January 13, 2009 Summary Page 3 Arts Commission Contract For Services Ms. Faber reported that this is a program that funds not for profit performance groups. The group has to fill out an application, which is then reviewed by the Arts Commission. The Commission will evaluate the agencies and their applications, and then recommend funding based on what has been budgeted for that particular year. Council member Burbidge stated that her husband sings with two of the groups that are requesting funding, and he was on the Board with the Harmony Kings and was President of the Board for the Federal Way Chorale, and she is unsure if he is considered to be on the Board as a past President. This item was forwarded to Full Council without a recommendation. Arts Commission 2009 Work Plan Ms. Faber stated that this is an aggressive commission and they have a lot of ideas and projects that they would like to achieve. They have a budget that is associated with this work plan. Council member Park moved to approve the proposed Arts Commission 2009 Work Plan. Chair Burbidge seconded. Motion passed. Grant Application for Prosecution Coordination Through Co-Location Project Ms. Richardson stated that she discovered that King County is going to apply for a Federal Grant. This grant would include the cities of Auburn and Renton and Federal Way. A half-time Deputy Prosecutor would co-locate, and there would be a better coordinated cohesive effort for misdemeanor and felony domestic violence. This program has been in place in Seattle, and they have shown a 36% increase in dealing with domestic violence more efficiently and effectively. Ms. Richardson stated that they have only completed the application, they do not know if they have been accepted. There are no monetary obligations on the part of the City; it is only to provide work space for the Deputy Prosecutor. The grant is for one year. Ms. Richardson stated that this should help the city prosecute cases much quicker and more effectively. Ms. Richardson stated that if we get this grant it will be effective from September 2009 to September 2010. Council member Park moved to authorize the City Attorney to execute (1) Memorandum of Understanding for Prosecution Coordination through Co-location Project and (2) Memorandum of Agreement between King County and the City in a form acceptable to the City Attorney. Chair Burbidge seconded. Motion passed. Pending Items Animal Control ARCH Housing in relationship with the stimulus money that is available to the City for housing and the multi-service center. Chair Burbidge wants to make sure that we are not duplicating programs that already exist. Mr. Roe stated that they are in the process of getting more information on the ARCH program in South King County, and what will the City’s role be. NEXT MEETING – February 10, 2009 5:30 p.m. in the Hylebos Conference Room ADJOURNMENT - Meeting adjourned at 6:47 p.m.